A Duty to Warn mailing gives you a dated record that you warned customers in writing. It is not a promise of lower liability. Ask counsel to assess your program and business facts. Keep a clear record of the warning used and how it was sent. Keep that record ready for counsel and your insurer to review.
Reviewed Oct 2026
Ask for a review, not a promise
Bring counsel the actual warning piece and your proposed process. Ask what needs to change before you use it. Keep the response with the approved version.
Describe your own program by the steps taken and the evidence on file. Ask counsel to review how you describe its purpose and limits.
Keep the record within its limits
USPS separates evidence of mailing from delivery services. That distinction matters when you describe a notice file. A record that it went into the mail is not a record that someone read it.
Put unresolved work in view
List returned mail, missing addresses and open follow-up tasks on the review sheet. Give each item an owner. Do not mark an item complete just to make the file look tidy.
Questions and answers
Can a vendor guarantee a legal outcome?
Do not rely on that promise. Take the specific claim and the proposed process to your counsel.
Should we stop other safety work after mailing?
Keep each safety task on its own checklist. Do not use the mailing entry to close a field inspection task.
What should our legal reviewer see?
Share the final warning, recipient process, mailing evidence and follow-up log. Let the reviewer assess the record.
Can the record say every customer was warned?
Use wording that matches the evidence. Describe a mailing as sent and reserve receipt labels for receipt evidence.
About Bill Stomp
Bill Stomp built Propane Safety Pro. He is a war veteran who ran over 87 propane branch offices across 12 states, and he has helped more than 200 propane companies improve their profits, sales, safety and operations.
Next step
Review the mailing work Propane Safety Pro handles. Tell us your customer count; we'll mail the notice and give you the confirmation for your file.
General information, not legal advice.